Step 1. Accessing the Client's Account
Navigate to the Accounts section in your Archie admin dashboard.
Search for the client you want to assign a subscription to.
Click on the client's account to open their profile.
Select the Subscriptions tab.
Click Create a Subscription.
Select Sell a Plan to access the store.
Step 2. Selecting a Membership Plan
In the store, browse the available membership plans.
Find the plan you want to assign to the client.
Click Buy to configure the subscription.
Archie Tip: Before selecting a plan, review its included benefits, credits, and pricing to ensure it matches the client's membership requirements.
Step 3. Configuring the Subscription and Billing Start Dates
After selecting the plan, you can customize two important dates:
Subscription Start Date: Determines when the client's membership begins.
Billing Start Date: Determines when the subscription's billing schedule begins.
You can adjust both dates according to the client's needs.
Example:
Subscription Start Date: November 1
Billing Start Date: November 5
In this example, the client's membership begins on November 1, while their billing schedule is configured to begin on November 5.
Archie tip: When the subscription start date and billing start date differ, prorated charges may apply.
Example 2: Migrating a Client from Another Platform
Suppose you're migrating clients from another management platform, and a client has already paid for their current membership period.
You can assign their Archie subscription in advance and schedule it to begin the following month. For example:
Subscription assigned in Archie: October 30
Subscription Start Date: November 1
Billing Start Date: November 1
This allows you to prepare the client's subscription in Archie while aligning their new membership and billing schedule with the transition.
Archie Tip: The Subscription Start Date and Billing Start Date don't have to be the same! You can customize them independently to accommodate the client's membership and billing needs.
Step 4. Configuring the Commitment Terms
Next, select how long the client must remain committed to the subscription.
As an administrator, you can choose between:
Fixed Commitment Terms: Establish a minimum commitment period during which the client cannot cancel their subscription.
Bill Until Cancellation: Allow the subscription to continue until it is canceled, subject to any applicable cancellation policies.
Example: Fixed Commitment Terms
Suppose you configure a subscription with a minimum commitment ending on April 1.
The client is committed to the membership until April 1.
The client cannot cancel the subscription before that date.
Once April 1 is reached, the client becomes eligible to cancel, subject to any other applicable cancellation policies.
This is useful when clients have agreed to a minimum membership period.
Archie Tip: Administrators can select either option when assigning a subscription, regardless of the default commitment settings configured in the membership plan.
Step 5. Adjusting the Subscription Price and Reviewing the Forecast
Before proceeding, you can review and customize the subscription's pricing.
Review the membership's default price.
Adjust the price if necessary.
If applicable, review the Forecast to see the projected charges for upcoming months.
Once everything is correct, click Add to Cart.
The forecast can help you understand how the subscription will be billed over multiple months.
Step 6. Completing the Subscription Purchase
Once the subscription has been configured:
Review the cart.
Review the selected membership and billing details.
Proceed to Payment.
Select the appropriate payment option.
Depending on how you want to handle the client's payment, you can choose between the following options:
Option 1: Pay Now
If the client has a payment card on file and you select Pay Now, the payment will be processed immediately.
This means the client will be charged at the time of purchase, even if their subscription is scheduled to begin at a future date.
Option 2: Pay the Invoice Later
If you select Pay the Invoice Later, the invoice will be generated according to the configured billing start date rather than charging the client immediately.
This option is particularly useful when assigning future subscriptions or migrating clients who have already paid for their current membership period.
After selecting the appropriate payment option, review the details and confirm the subscription assignment.
Once completed, the subscription will be associated with the client's account according to the configured dates and billing terms.
Archie tip: After completing the purchase, return to the client's Subscriptions tab to verify that the membership was successfully assigned and review its upcoming billing details.
Archie Tip: When assigning a subscription with a future start date, pay special attention to the payment option you select. Choosing Pay Now may result in an immediate charge, while Pay the Invoice Later allows you to align invoicing with the configured billing schedule.
Step 7. Verifying the Subscription
After completing the purchase:
Return to the client's account.
Open the Subscriptions tab.
Locate the newly assigned subscription.
Verify the subscription start date, billing schedule, and commitment terms.
Archie Tip: Reviewing the subscription after assignment helps ensure that the membership and billing details match the client's agreement.
You can now assign subscriptions directly from a client's account, customize their subscription and billing start dates, adjust commitment terms and pricing, and review upcoming charges before completing the purchase.